Now that we live in a 1.5-meter society, hybrid events are becoming increasingly popular. In other words: physical events that people can also participate in online. But not every location is suitable for hybrid events, especially in the age of COVID-19. This requires the right technology. And, of course, the ability to comply with the guidelines issued by the RIVM (National Institute for Public Health and the Environment). That's why we've listed five points to consider when choosing a suitable location for your hybrid event.
1. Check the technology of the hybrid event location
Nothing is more annoying than a faltering image, a speaker who is difficult to understand, or a boring static image. The quality of the technology can make or break your hybrid event. That's why you should partner with a good AV company that you can fully rely on.
The location must offer sufficient opportunities for rehearsals. Even better: choose a location with a permanent AV team. They know the location inside out. That way, you won't be surprised by low-hanging sun or camera black spots, for example. Some locations have even converted a room into a professional webcast studio. That way, you can be sure you're in good hands!
2. Is the correct setting possible?
Did you also find it uncomfortable to watch TV shows without an audience? It turns out that it's not just a matter of getting used to it. Thanks to years of experience, television producers know exactly what works and what doesn't to keep viewers engaged. For a talk show, the golden formula is: an interesting set, a host, and an audience. All of this is filmed from different angles so that the image never becomes boring.
Use this knowledge for your hybrid event! Make sure that the right setting is possible at the location, both for offline and online audiences. Preferably an attractive location with space for the audience and enough cameras to film the event from different angles. Three cameras is the minimum.
3. How is the interaction between physical and online participants organized?
There are many ways to organize a hybrid event. From a conference where people ask questions to the speaker via chat or Twitter from home, to a symposium where people participate in the discussion from home in a fully interactive way. The most suitable format depends on the content, form, and purpose of your event. Therefore, think carefully about what you want to achieve and whether the location makes this possible. Can people easily dial in from home? Is it possible to make them visible at the live event? Again, good technology is key.
4. Is it possible to maintain a distance of 1.5 meters between attendees?
It may seem obvious, but we'll mention it anyway. Because we can't say it often enough. A distance of 1.5 meters between attendees must always be possible on location. That doesn't just mean in the rooms. So also check whether there are safe walking routes in the corridors, towards the toilets, and at the entrances and exits. Don't forget the parking lot and outdoor areas! Does the venue have markings on the floor, stickers on walls and windows, banners along walking routes, and announcements on digital communication devices that remind visitors to keep their distance?
5. Does the location comply with all guidelines?
In addition to the 1.5-meter rule, there are several measures in place to ensure the safety of your guests. Ideally, the venue will have a COVID-19 coordinator.
Ask about how food and drinks are prepared at the venue, what hygiene measures are in place, and how the venue registers visitors.
